Job Description Summary: Oversees all office activities, support staff, and students for Facilities Operations. Keeps records and statistics, and prepares summary reports. Enforces department policies, methods, and procedures. Interacts with outside organizations and is responsible for the payment of invoicing and the proper coding of campus budgets. Reports to the Manager of Facilities Operations.
Minimum Qualifications Two years college coursework and/or equivalency. Knowledge of office practices and procedures. Organizational skills. Strong oral communication/telephone skills. Competency for preparing and proofreading written correspondence. Supervisory skills. Ability to exercise critical human relations skills in establishing and maintaining effective working relations with University community.
Essential Duties Transcribes/word processes letters, reports, memoranda, requisitions or other correspondence from handwritten or typed copy. Maintains stock of office and physical plant supplies. Monitors inventory and reorders as necessary. Establishes and maintains filing and record keeping system for department records including purchase orders. Prepares old files for archiving and eventual destruction, consistent with University policy. Supervises support staff and work study students. Assigns work and reviews work product for accuracy. Provides training as necessary for compliance with procedures and policies. Performs receptionist duties such as greeting visitors, answering telephone calls, and routing incoming telephone calls and mail. Creates work orders for maintenance requests that are initiated via email or telephone and software supported maintenance management system (School Dude). Copies and collates materials and sets up meetings. Schedules appointments and maintains calendar of events for department manager and/or other personnel. Assists with special event planning such as set-up, ordering supplies, and equipment scheduling. Operates various office machines such as computer and printer, telephone, and copy machine. Uses MS Word to prepare correspondence. Uses MS Excel to prepare spreadsheets and financial tracking reports. Exports information from other systems (CARS, Schooldude, etc.) for use in reporting. Ensures that all University procurement policies/procedures are being followed. Reviews vendor invoices, obtains required signatures, and processes to accounts payable. Inputs cost data into work order and utility billing management systems (Schooldude). Handles all department billing issues. Informs vendors of university/department policy and procedures.
Webster University is committed to creating a diverse environment and is proud to be an equal opportunity employer. We are committed to maintaining a culturally and academically diverse faculty and staff of the highest caliber. Accordingly, Webster University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, national origin, ethnicity, age, protected veteran or disabled status, genetic information, or any other characteristic protected by applicable law.
Copyright 2017 Jobelephant.com Inc. All rights reserved.
With its home campus in St. Louis, Missouri, USA, Webster University comprises an action-oriented global network of faculty, staff, students and alumni who forge powerful bonds with each other and with their communities around the globe. Founded in 1915, Webster is a private non-profit university with students studying at campus locations in North America, Europe, Asia and Africa and in a robust learning environment online. The university is committed to ensuring high-quality learning experiences that transform students for global citizenship and individual excellence.